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Recovery Act Reporting Government Reviews

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... be submitted no later than the 10th day after the end of each calendar quarter ... Subsequent quarterly reporting periods cover the preceding quarter ... – PowerPoint PPT presentation

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Title: Recovery Act Reporting Government Reviews


1
Recovery Act ReportingGovernment Reviews
Mandatory Reviewer Registration
  • September 21, 2009
  • Version 1
  • Note 1 All information provided in this
    presentation about the Recovery Act Reporting
    Tool and Data Requirements is subject to some
    change pending testing of the tool and
    finalization of the FAR changes
  • Note 2 All information provided in this
    presentation applies to Recovery Act reporting
    for federally awarded contracts only different
    requirements apply to federally awarded grants
    and assistance actions

2
Recovery Act Reporting Requirements
  • FAR clause 54.204-11 American Recovery and
    Reinvestment ActReporting Requirements shall be
    included in all federal solicitations and
    contracts (except classified) that are funded in
    whole or in part by the Recovery Act
  • Clause requires that contractors provide
    quarterly reports for all work funded, in whole
    or in part, by the Recovery Act
  • Reports shall be submitted no later than the 10th
    day after the end of each calendar quarter
  • First reporting period is October 1-10, 2009, and
    covers the period since contract award of all
    contract actions awarded through September 30,
    2009 that use Recovery Act funds
  • Subsequent quarterly reporting periods cover the
    preceding quarter
  • Contracting officers are responsible to ensure
    reviews of reports are accomplished reviewers
    must be registered at www.federalreporting.gov

3
How Does A Contractor Report?
  • Reporting tool will be available at
    www.federalreporting.gov
  • Reporting can be accomplished
  • Using the web graphical user interface (GUI) at
    the above website
  • Using the pre-defined Excel spreadsheets
    available at the website
  • Using an XML transaction specifications are
    available at the website
  • Federal contractor personnel MUST be registered
    by their DUNS number in the tool AND have been
    provided the DUNS FRPIN (federal reporting
    personal identification number) in order to
    submit a report
  • Federal contractors MUST be registered in CCR for
    the same DUNS number in order to register in the
    Reporting Tool
  • Federal contractors Government Business and
    Electronic Business Points of Contact in their
    CCR record have been automatically identified for
    the Reporting Tool as the DUNS points of contact
  • The points of contact will be automatically
    registered when the first user registers under
    the DUNS in the Reporting Tool
  • These points of contact are responsible for
    approving and deleting FRPIN access of anyone
    registering in the Reporting Tool to submit a
    report
  • User guides on registration are available at the
    website under Downloads user guides on
    reporting are in development, but not yet
    available

4
What Does a Contractor Have to Report?
  • Funding Agency Code / Name
  • Awarding Agency Code / Name
  • Contracting Office Code / Name
  • Program Source (Treasury Account Symbol (TAS))
  • Award Number and Order Number (if applicable)
  • DUNS Number
  • Legal Name, Doing Business As Name, and Full
    Address (pre-populated from CCR if available,
    DB is secondary source)
  • Recipients Congressional District
  • Parent DUNS Number (pre-populated from CCR)
  • Recipients Account Number (optional field for
    the recipients use)
  • Award Date
  • Award Description (narrative)
  • Quarterly Activities / Project Description
    (narrative) (cumulative)
  • Project Status (Not Started, lt50 Complete, gt50
    Complete, Complete) (cumulative)
  • Project Title (optional)
  • NAICS Code / NAICS Code Description
  • Number of Jobs Created / Retained (cumulative)
  • Description of Jobs Created / Retained
    (narrative) (cumulative)
  • Amount of Award (Total Amount of Recovery Funds
    Obligated for the Contract or Order)

5
Reporting Specifics
  • Additional data elements are required of
    recipients reporting against federally awarded
    grants/assistance actions
  • Clearly choose Federally Awarded Contract as
    the Award Type
  • Federal contractors are responsible for providing
    all of the required data (including that for
    first tier subcontractors on subcontracts greater
    than / equal to 25K) on a quarterly basis at
    this time there is no data pre-populated from
    other government sources beyond CCR (as noted)
  • Clearly choose Prime Recipient (Prime Reporting
    for Self and Sub(s)) as Recipient Type if as a
    prime contractor there are any subcontracts gt25K
  • Choose Prime Recipient (Prime Only) only if
    there are no subcontracts gt25K
  • First tier subcontractors are required to have a
    DUNS number (and are encouraged, though not
    required, to be registered in CCR)
  • Most of the specific award data should be
    available on the contract instrument depending on
    the Standard or DoD Form used
  • Additional federal contract award data is
    available on the American Recovery and
    Reinvestment Act Report available at the Federal
    Procurement Data System (FPDS) website
    (https//www.fpds.gov/) in the top right-hand
    corner of the screen
  • Sort the spreadsheet by column AR to easily find
    organization DUNS

6
Data Available on the FPDS Report
  • If the government award data for the contract
    action being reporting against is not available
    on the document itself, the following data
    elements can be found on the FPDS report for the
    primes contract
  • Funding Agency Code / Name (Columns T U)
  • Awarding Agency Code / Name (Columns F G)
  • Contracting Office Code / Name (Columns H I)
  • Program Source (Treasury Account Symbol (TAS))
    (Columns A, B, C)
  • When reporting a Delivery/Task Order under a GSA
    Schedule, GWAC, BPA, BOA or IDIQ, the Order
    Number is in Column K and Award Number is in
    Column N
  • When reporting a Basic Contract or Purchase
    Order, the Award Number is in Column K and there
    is no Order Number
  • DUNS Number (Column AR)
  • Legal Name, Doing Business As Name, and Full
    Address (Columns AS, AT, AV, AW, AX, AY)
  • Recipients Congressional District (Column AZ)
  • Award Date (Column O)
  • NAICS Code / NAICS Code Description (Columns Z
    AA)
  • Amount of Award (Total Amount of Recovery Funds
    Obligated for the Contract or Order) (Column BY)
  • Primary Place of Performance City, State,
    Country, Zip4 Code (Columns AD, AE, AG AH)
  • Primary Place of Performance Congressional
    District (Column AF)

7
Specifically for DoD
  • Contracting Agency is
  • 1700 for Navy (includes U.S. Marine Corps)
  • 2100 for Army (includes Army Corps of Engineers,
    do not use 96CE)
  • 5700 for Air Force
  • 97AS for Defense Logistics Agency
  • Funding Agency is
  • 1700 for Navy (includes U.S. Marine Corps)
  • 2100 for Army
  • 5700 for Air Force
  • 97AS for Defense Logistics Agency
  • 96CE for Army Corps of Engineers
  • 9700 for Department of Defense (other than those
    above)
  • DoD Contracting Office Code is
  • 6 character Department of Defense Activity
    Address Code (DoDAAC) should be on the first
    page of the contract instrument
  • For funding agency codes when DoD made the
    contract award with another federal agencys
    funds, review the FPDS report
  • For contracting agency and office codes when DoD
    funds have been awarded by another federal
    agency, review the FPDS report

8
What Happens After A Contractor Submits a Report?
  • A submitted report is made available to
    Recovery.gov on the 30th day of the reporting
    period, though the Recovery Board may make the
    data available to Recovery.gov any time after the
    10th day
  • The contractor may revise a submitted report
    during days 11-21 however changes will be
    tracked via version control
  • The report that is submitted by the 10th day is
    considered a final version, not a draft even
    though updates can be made during days 11-21 and
    again during days 22-29 if the government
    provides comments
  • The federal government will be required to review
    submitted reports against federally awarded
    contracts
  • Reviewing for overall consistency with award info
    (award date, etc.) and significant errors and
    material omissions
  • Example Contractor reports that the contract
    award was for 1,000,000, but the real award
    amount is 100,000
  • May view the submitted data in the reporting tool
    days 11-30 of the reporting month
  • May comment on the submitted data in the
    reporting tool days 22-29
  • Only if the government provides a comment will
    the report be unlocked to allow an update by
    the reporter

9
How Does the Government Accomplish a Review?
  • Contracting officers (or their representative
    conducting the review) must also be registered in
    the reporting tool
  • Register under the federal agency code that
    represents the contracting awarding agency (e.g.,
    17 for Navy USMC, 21 for Army Army Corps, 57
    for Air Force, 97 for all other DoD)
  • Government users will have access to all reports
    submitted under that contracting awarding agency
  • There are no sub-levels of government
    organizations (like MAJCOMs)
  • Reviewers can search by a number of elements
    including award number, DUNS number, and
    contracting office
  • Upon review, contracting officer changes the
    status from Not Reviewed to Reviewed with
    Comment or Reviewed with No Comments
  • If the government reviewer chooses Reviewed with
    Comment
  • The contractors report is unlocked to allow the
    contractor to also provide comment, update its
    record, and/or deactivate the record
  • The person who submitted the report will receive
    an email from the reporting tool
  • If the contractor provides an updated record, the
    review status is re-set to Not Reviewed and
    contracting officer must again review the record
    and change the status to Reviewed with Comment
    or Reviewed with No Comments
  • Regardless of whether changes are made, the
    report becomes final on the 30th day with its
    current status

10
DoD Snapshot
Recovery Act Actions (as of September 21 2009)
Source is FPDS-NG
11
Whom Do I Contact if I Have Trouble Registering /
Reporting / Reviewing?
  • FederalReporting.gov service desk
  • 877-508-7386
  • Live chat is available at www.federalreporting.gov
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